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EASTERN NEW MEXICO UNIVERSITY Purchasing Card Training

EASTERN NEW MEXICO UNIVERSITY Purchasing Card Training. Presented by Kenny Prince 562-2493 kenny.prince@enmu.edu. Purpose of Purchasing Card. Make small purchases (under $999.99) Shorten approval process Reduce cost of processing small $ purchases Receive faster delivery of merchandise

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EASTERN NEW MEXICO UNIVERSITY Purchasing Card Training

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  1. EASTERN NEW MEXICO UNIVERSITY Purchasing Card Training Presented by Kenny Prince 562-2493 kenny.prince@enmu.edu

  2. Purpose of Purchasing Card • Make small purchases (under $999.99) • Shorten approval process • Reduce cost of processing small $ purchases • Receive faster delivery of merchandise • Simplify the payment process

  3. General Information • Issued to individual • Non-transferable • Does not reflect on personal credit history • Cardholders are personally liable for unallowable or unauthorized charges • Can be used anywhere VISA is accepted, unless restricted by ENMU

  4. Card Limits and Restrictions • Limited to $999.99 per transaction • Do not “split” transactions • Do not pay past due invoices • Thirty day cycle limit • Merchant category blocking, i.e. liquor stores

  5. Signatory Authority

  6. Allowable University Purchases • ENMU Bookstore purchases (Portales Campus only) • Advertising • If the Ad is scheduled to run more than one (1) time, please prepare a requisition for a purchase order. • Equipment • Office Supplies and Forms • Computer Supplies, e.g. software & diskettes • Registrations • Books & Subscriptions( Do Not Purchase More than 1 year at a time).

  7. Allowable University Purchases • Repairs & Repair parts • Services(tax payer identification number required. Social Security or Federal ID number of Vendor. • Miscellaneous items, e.g. video tapes. • Airfare • Rental Vehicles(DO NOT rent 15 passenger vans.) • Lodging When you are ordering supplies, equipment, etc. to be delivered, please have the vendor send directly to your physical address on campus & not to Central Stores. If you are unable to handle the delivery, please prepare a requisition for a purchase order in lieu of using your purchasing card.

  8. Unauthorized Purchases • Items for personal use. • Any single transaction exceeding $999 ( travel items excluded) • Business/travel related meals • Stock items available from our warehouse/items purchased for departmental stock. • Leased items, e.g equipment, building, land. • Maintenance agreements • Sales Tax • Warranties

  9. Unauthorized Purchases • Alcoholic beverages • Trade-In items • Software Licenses • Holiday decorations, etc. • Tuition – DO NOT pay ENMU with an ENMU Purchasing Card. • Fuel Purchases • Gift Cards • Past due invoices

  10. Deactivation of P-card • Personal Charges • Incomplete statements (missing receipts, etc.) • Late Statements • Improper or illegal charges • Sales Tax

  11. Other Information • If you have the travel option on your purchasing card, your per transaction limit is $2500.00 for travel related items only. The $999 per transaction limit is still in effect for non-travel items. • If a credit item appears on your statement a receipt does not need to be attached to your purchasing card statement. • If you have any questions on whether you can purchase an item please call Purchasing at 562-2425 or the Business Office at 562-2611.

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